Mavio + Google Calendar.

Mavio and Google Calendar: Never Miss Recording a Meeting

Google Calendar is the scheduling backbone for millions of professionals. Mavio's Google Calendar integration ensures that every important meeting on your calendar is automatically recorded, transcribed, and analyzed -- without you lifting a finger.

The Problem: Forgetting to Record

How many times have you finished a meeting and realized you forgot to start recording? Or joined five minutes late and missed the opening context? Or attended back-to-back meetings where starting a recorder was the last thing on your mind?

Mavio's calendar integration solves this by automatically detecting your scheduled meetings and recording them based on your rules. You set it up once, and every meeting is captured from that point forward.

How It Works

Mavio connects to your Google Calendar with read-only access and continuously monitors for upcoming meetings. When it detects a calendar event with a video conferencing link -- whether Zoom, Google Meet, or Microsoft Teams -- it evaluates your auto-join rules to decide whether to record.

If the meeting matches your rules, Mavio joins automatically at the scheduled start time using your configured recording mode (bot or botless). When the meeting ends, Mavio processes the recording and delivers your transcript, AI summary, and action items.

Smart Auto-Join Rules

Not every meeting needs to be recorded. Mavio's rule engine lets you be specific about which meetings to capture:

Calendar-Based: Record meetings from your work calendar but not your personal calendar. Or record from the "Sales Calls" shared calendar but skip the "Social Events" calendar.

Organizer-Based: Auto-record meetings organized by your manager, key clients, or specific team members. Skip meetings organized by people outside your workflow.

Title-Based: Match meetings with specific keywords in the title. Record meetings titled "Sprint Review" or "Client Check-in" but skip "Coffee Chat" or "Birthday Party."

Time-Based: Only auto-record during business hours (9 AM to 6 PM). Skip early morning and evening meetings that might be informal.

Recurring vs. One-off: Record every instance of your weekly team stand-up automatically. But require manual confirmation for ad-hoc meetings.

Attendee-Based: Auto-record meetings with external attendees (different email domain). Skip internal-only casual catch-ups.

You can combine these rules and set priorities. And you can always manually override for individual meetings -- force-record a meeting that would normally be skipped, or skip one that would normally be recorded.

Pre-Meeting Context Briefs

One of Mavio's most powerful calendar features is the pre-meeting context brief. Before each scheduled meeting, Mavio generates an AI-powered brief that includes:

• Previous Meetings: Summaries of past meetings with the same attendees
• Open Action Items: Unresolved commitments from previous conversations
• Key Decisions: Important decisions made in prior meetings with this group
• Discussion Trends: Topics that have come up repeatedly across meetings
• Preparation Notes: Any preparation materials or agenda items from the calendar event

This brief is delivered as a notification 15 minutes before the meeting (configurable) with a link to the full context. Walk into every meeting prepared, even if you have not had time to review your notes.

Multi-Calendar Support

Most professionals have multiple Google Calendars:

• Personal Calendar for work meetings
• Team Calendar shared with your department
• Project Calendars for specific initiatives
• Client Calendars shared with external stakeholders

Mavio lets you connect all of them and configure different auto-join rules for each. Your team calendar might auto-record everything, while your personal calendar only records meetings with external attendees.

Bot and Botless Per Meeting

The calendar integration supports both recording modes:

• Bot recording for meetings where you want the AI companion to be visible and interactive
• Botless recording for meetings where you want silent capture via the desktop app, Chrome extension, or mobile app

Configure the default mode per auto-join rule, or override for individual meetings. A common pattern: use bot mode for internal meetings and botless mode for external calls.

Cross-Platform Meeting Links

Mavio detects and handles meeting links from all major platforms:

• Google Meet links (meet.google.com)
• Zoom links (zoom.us, company.zoom.us)
• Microsoft Teams links (teams.microsoft.com)

This means your Google Calendar integration works regardless of which video platform your organization uses. If you are in a company that uses Zoom for internal meetings and Google Meet for external calls, Mavio handles both seamlessly.

Best Practices for Google Calendar + Mavio

1. Start with broad rules and narrow them over time based on which meetings you actually review.
2. Enable pre-meeting briefs to arrive at every meeting prepared with full context.
3. Use different recording modes for different meeting types (bot for internal, botless for external).
4. Connect all relevant calendars so no meetings slip through the cracks.
5. Review the upcoming meeting queue in Mavio each morning to confirm recording decisions.
6. Set quiet hours to prevent recordings during off-hours or personal events.

Privacy and Read-Only Access

Mavio requests read-only access to your Google Calendar. It can see event titles, times, attendees, and conferencing links, but it never modifies, creates, or deletes calendar events. Your calendar data is encrypted in transit and at rest, and you can revoke access at any time from your Google account settings.